Monday, November 23, 2015

Administrative Assistant

 Administrative Assistant
LOCATION:   Lusaka
BACKGROUND
The Southern Africa Regional Officer (SARO), of Catholic Relief Services, based in Lusaka, supports CRS’ country programs in Southern Africa. CRS seeks a dedicated and professional person with a passion to be part of a team that is inspired by Faith and Action to produce Results. CRS seeks to fill this position of Administrative Assistant.
JOB SUMMARY
Under the supervision of the Senior Administrative Officer and in liaison with the Zambia Country Program, the Administrative Assistant will be in charge of regional office procurement and travels. S/he will also be responsible for the reception directing visitors, receiving, placing and logging calls. In addition, the Administrative Assistant will be in charge of preparing and following up on payments due to regional office staff.
 KEY RESPONSIBILITIES
Office Administration
  • Liaise with travel agencies and taxi companies to provide ticketing and airport transfer services to regional staff and visitors.
  • Prepare Purchase Requisitions for procuring goods and services for the regional office.
  • Using data from Vehicle Management System (VMS), monitor vehicle logs and fuel consumption and report unusual trends to the Senior Administrative Officer.
  • Assist with entering vehicles data into the VMS.
  • Oversee maintenance and repairs at international staff residences.
  • Provide secretarial services when required.
Reception
  • Undertake reception duties, including receiving and directing visitors; making and receiving external calls and logging outgoing calls into the log book.
  • Ensure telephone and internet is in good working condition in the office as well as at international staff residences.
  • Liaise as necessary with the Regional Information Systems Analyst and take necessary steps for maintenance or repair of ICT equipment.
Finance
  • Prepare payment requests for utilities, staff reimbursement, telephone, etc. and submit to the Senior Administrative Officer for review.
  • Ensure payment requests have received adequate approvals and are submitted to the Country Program Finance office for processing.
  • Follow up with the Country Program Finance office to ensure payments are processed timely and see that invoices are paid promptly.
  • Receive and prepare all liquidations for submission to CRS/Zambia Finance office.
  • Follow up with regional staff to ensure that employee receivables are paid within the required timeline.
  • Prepare budget for office supplies (i.e. stationary, toilet and kitchen supplies, etc.).
  • Be the Petty cash custodian.
EDUCATIONAL QUALIFICATIONS & EXPERIENCE
  • Diploma in Office Administration, Secretarial Studies or related.
  • Certificate or Diploma in accounting an added advantage.
  • Grade12 Certificate.
  • Minimum of one (1) year work experience in a similar position.
SKILLS & ABILITIES
  • Must be a flexible, hands-on problem solver
  • Ability to maintain effective systems.
  • Strong English written and oral communication skills.
  • Self-guided and able to perform well with limited supervision.
  • Detail oriented and attention to detail
  • Planning and organizing skills.
  • Good customer relationship skills.
  • High Computer literacy in the MS Office package.
REQUIRED BEHAVIORAL COMPETENCIES
  • Serves with integrity
  • Models stewardship
  • Cultivates constructive relationships
  • Promotes Learning
HOW TO APPLY
Interested and qualified candidates can send their cover letter and resume, including contact information of three traceable references by close of business Friday, 1 May 2015, to crsonlinejobsearch7@gmail.com. Applications should clearly state the position applied for in the subject line. Only shortlisted candidates will be contacted. Those that have applied for this post do not need to re-apply.
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